The objective of this privacy notice is to provide you, our patient, with clear information on how your personal information is collected and used within the practice. Occasionally we also need to share your personal information to involve others in your healthcare and this policy outlines when, how, and why we share your information.
For enquiries concerning this policy, you can contact Linda Chapman, Valiant Health Practice Manager: manager_PMQ@vph.org.au
When you register as a patient of this practice, you provide consent for the GPs and practice team to access and use your personal information to facilitate the delivery of healthcare. Access to your personal information is restricted to practice team who require it for your care. If we ever use your personal information for purposes other than healthcare provision, we will obtain additional consent from you.
It is important to us that as our patient, you understand why we collect and use your personal information.
The practice collects, uses, stores, and shares your personal information primarily to manage your health safely and effectively. This includes providing healthcare services, managing medical records, and ensuring accurate billing and payments. Additionally, we may utilise your information for internal quality and safety improvement processes such as practice audits, accreditation purposes, and staff training to maintain high-quality service standards.
The information we will collect about you includes your:
The practice may collect your personal information in several different ways:
When you make your first appointment, the practice team will collect your personal and demographic information via your registration.
We may also collect your personal information when you visit our website, send us an email or SMS, telephone us, make an online appointment, or communicate with us using social media.
In some circumstances, personal information may also be collected from other sources, including:
Various types of images may be collected and used, including:
Your personal information may be stored at our practice in various forms. This may be in the form of your electronic patient record, paper records, pathology results, imaging results (such as X-rays for CTs) or finally, video and audio recordings.
Our practice stores all personal information securely. Your personal information is stored within our practice management system in an electronic health record access to this record requires dual authentication and is password protected. Minimal information is kept on paper, where this is the case paper records are securely locked. All the information kept within our electronic record system is backed up to cloud servers located within ISO2700 certified data centres within Australia. Backups are routinely tested and retrieval processes are validated.
All Valiant Health team members are require to read, understand and sign a confidentiality agreement. All team members are aware that a breach of patient confidentiality is considered a dismissible offence.
We sometimes share your personal information:
Only people who need to access your personal information will be able to do so. Other than providing medical services or as otherwise described in this policy, the practice will not share personal information with any third party without your consent.
We do not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent.
Document automation is where systems use existing data to generate electronic documents relating to medical conditions and healthcare.
The practice uses document automation technologies to create documents such as referrals, which are sent to other healthcare providers. These documents contain only your relevant medical information.
These document automation technologies are used through secure medical software.
All users of the medical software have their own unique user credentials and password and can only access information that is relevant to their role in the practice team.
The practice complies with the Australian privacy legislation and APPs to protect your information.
All data, both electronic and paper are stored and managed in accordance with the Royal Australian College of General Practitioners Privacy and managing health information guidance.
The practice may use your personal information to improve the quality of the services offered to patients through research, analysis of patient data for quality improvement and for training activities with the practice team
We may provide de-identified data to other organisations to improve population health outcomes. The information is secure, patients cannot be identified, and the information is stored within Australia. You can let reception staff know if you do not want your information included.
You can deal with us anonymously or under a pseudonym unless it is impracticable for us to do so or unless we are required or authorised by law to only deal with identified individuals.
The practice will not use your personal information for marketing any goods or services directly to you without your expressed consent. If you do consent, you may opt out of direct marketing at any time by notifying the practice in writing.
You have the right to request access to, and correction of, your personal information.
The practice acknowledges patients may request access to their medical records in writing. Please address requests to
The Practice Manager
Email – manager_PMQ@vph.org.au
Post – Suite 6, 82 Lake Road Port Macquarie NSW 2444
To access your medical records, you will require an appointment with your regular doctor.
The practice will respond to any requests to access or correct your personal information within 7 days.
The practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. Sometimes, we will ask you to verify your personal information held by the practice is correct and current. You may request we correct or update your information. To do this please contact our practice manager, as above.
We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have. We will then attempt to resolve it in accordance with the resolution procedure.
If you do not feel we have resolved your issue You may also contact the Office of the Australian Information Commissioner. The Office of the Australian Information Commissioner will require you to give them time to respond before they investigate. For further information visit www.oaic.gov.au or call the OAIC (Office of the Australian Information Commissioner) on 1300 363 992.
At Valiant Health, any personal information you share with us through website, email, and social media, is handled securely and confidentially. This practice uses analytics and cookies.
Policy current as of: 01/04/2025
Our privacy policy is reviewed and updated bi-annually and recognised changes need to be made when to ensure compliance with current obligations.
If any changes are made:
Please check the policy periodically for updates. If you have any questions, feel free to contact us.
